1. OnBase Training
Speaker: Dora Compis
Document Retention

2. Paper copies @ offsite storage or on desks
Document Retention
Items to Consider
Age of documents
Paper offsite storage or on desks
Documents attached to s still in peoples mailboxes
Copy at Disaster Recovery site
Copies on tape backup
Copies on OnBase CD or DVDs
Data in OnBase reports (i.e. SYS Document Retention Report, OnBase Transaction Log reports, etc.)

4. Document Retention

5. Excluding Documents
Users can selectively exclude a single document from the retention process or remove an exclusion from a single document.
The user must have rights to perform either of these features.
The user will be
allowed to enter
comments for why
the document
is being excluded
from the retention
process.
There are
Transaction Log
reports available to
display this
Information.

6. Reporting Mechanisms
SYS Document Retention Report
SYS Document Purge Report
SYS Configuration Reports, Document Retention Configuration Report
Transaction Log Reports
Doc Retention Delete
Doc Retention Re-Index
Removed an item from Doc Retention

7. Cool Stuff
Schedule it and forget it. You can now schedule OnBase Document Retention jobs.
Can be activated on documents already in the system
Can configure all document types in the same document type group at once OR - - -
You can configure document types independently of the document type group
You can now limit how long the Document Retention process runs.
You can not limit the number of documents that get purged during a single run to help restrict the time the process runs.
NOTE: These last two options will cause the process to run slower because it has to purge documents one by one instead of in bulk.

8. Limitations / Known Caveats
If you elect to “retain keywords” then later change to not retain keywords, then for all previously deleted documents the keywords will not be deleted and you will not have the document to display.

9. INFO-ACCESS Document Retention OnBase Document Retention
pairs with
OnBase Document Retention